Chapter 3

BESTLINK COLLEGE OF THE PHILIPPINES
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CHAPTER III
Software Requirements Specification
3.1.1 INTRODUCTION
This chapter will discuss the software requirements of the proposed system which is the Material Management Inventory System. This includes the different users that will manage the system and illustrate the usage of this system. The document illustrates different modeling diagrams which explained by its corresponding written descriptions as well as structure and business flow. It describes also the functions and behavioral of software and also include the data reports of every transactions. The system is integrated with other system which is Enterprise asset system and Accounting and Finance system, these two systems are involve in the operation because the purchasing will send the purchase order to the accounting to process and validate the estimated price of materials that are needed by company. The Enterprise Asset is responsible for the disposing of materials in the inventory. The Material Management Inventory System is responsible for the supplies that are needed by the company to sustain the business activity. In line with this, a friendly user interface is more enhanced to fulfill the interactions between the system and its users.
Material Management Procurement and Inventory System
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3.1.1.1 Goals and Objective
The goal of the system is to create productivity towards economic activity especially to managing materials and equipment. The system is an integration of procurement and inventory management system. It can retrieve item information such as item descriptions, units costs, and units of measure, can perform activities that are specific to the procurement such as approval processing and supplier management. The systems are able to help the user to process orders quickly and effectively. For purchasing for Inventory the Company might manage an inventory or stock-based operation, which includes the retail items for sale to customers, repair and maintenance items and also for stock based materials or equipments for flight operations. The system is responsible to identify, store, and track stock and non-stock items, determine obsolete items, identify for broken or defective parts. This system satisfies the needs of expectation and satisfaction of the users/clientele.
3.1.1.2 Statement of Scope The scope of this project is to develop and implement upgraded Material Management Inventory System that holds the data of equipment and suppliers information. The system is composed of Security Log In that only authorizes personnel can pass through, a unique username and password is being applied in order to access the system, and avoid data thief. It has a well-designed interface that allows the user to interact with the system using user friendly icons and visual indicators to support the actions necessary to achieve the goals of the user
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3.1.1.2 User Requirements Access Privileges Req. No. 1 Priority High Reference Personnel Description Only two can access the system, Personnel and Administrator or the manager of the company. 2 High Personnel The personnel can view the reports but cannot edit the items have been recorded.
High
Personnel
The Administrator can make or add the reports.
High
Personnel
The Administrator can view to print reports.
High
Personnel
The Administrator can view to update reports.
High
Personnel
The administer can access the supplier information and demands of the company
Security Privileges Req. No. 7 Priority High Reference Personnel Description Two users have a required username and password according to their position before going the entire system.
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Low
Positions
There username are according to their positions in the company
Medium
Personnel
The passwords was according to their username and positions
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Medium
Codes
Passwords shall contain maximum to 15 alphabetical or numerical and not accepting any keys (*, ,?, , `)
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Medium
Personnel
Taking of login and have a designation according to their position on the company (User & Administrator)
Items Req. No. 12 Priority High Reference Personnel Description Putting a serial number in the items when it new comes and adding to data listed 13 High Personnel Tracking or Monitoring of items when distributed 14 High Personnel Make a bidding of an item according to the listed and desired price. 15 High Personnel Incoming items or equipments needed to count and make accurate record 16 High Personnel The Liquidated items must be also recorded to the data for making a information needed to the company. 17 High Personnel Observation to the items must be needed Material Management Procurement and Inventory System
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Reports Req. No. 18 Priority High Reference Personnel Description Making of reports daily, weekly, monthly to yearly basis 19 High Personnel Any users of the system can make the reports according to any status requirements. 20 High Personnel Only the administrator can print out the reports. Suppliers Req. No. 21 Priority High Reference Personnel Description Counting newly come of items or equipments 22 High Personnel Codings Viewing of reports according suppliers information 23 High Making of reports by the administrator and Creating printable info 24 High Codings Updating the status of the suppliers
3.1.1.3 Major Constraints Natural calamity When it comes to safeties, human lives must come first and foremost. And putting someones life cannot be put at risk because of a bad weather, we can never tell whats going to happen next specially dealing with Mother Nature.
Time
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Another major problem when it comes to any business is the inevitably delays, that probably the only constraints that has no solution, because even if we follow the exact time of transaction on time there will always be a time that will be spent not according to the estimated duration of transaction.
Unexpected incidents However people takes care, incidents are always there and does not occur on any moment of day and on any moment of time, and this particular incidents can lead to an outrageous stoppage of business transaction.
3.1.2
Usage Scenario
3.1.2.1 User Profiles This will be the actors of the system. Administrator The administrator has the responsible to the system for adding, editing, deletion and saving reports for the items and equipments, viewing of reports and the daily task of the admin. They can create other users for the system and update passwords for the users.
Users or Staff Personnel of the company that have the authority to access the system.
Equipments/ Materials Referring to the items that are used by the company. Or we can call it fixed asset.
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Supplier The person that provides all the equipment/item needed on company.
3.1.2.2 Use-Cases This section is the typical interactions between the external environment and the internal software system.
Log on to system Designated forms of account user Add Material Information Edit Material Information View/Update Material Information Dispose Material Create Material Report View/Update Material Report View and Print Out Material Report Add Supplier Edit Supplier View/Update Supplier Delivery Report Receipt Report Request
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Add Account user View/Update Account User Terminate Account User
3.1.2.2.1.1 Use Case Diagram
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Figure 1 - Use Case Diagram of Inventory System
Figure 2 Use Case Diagram of Procurement System
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3.1.2.2.2 Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario:
USE CASE DESCRIPTION Log In to System Administrator/Staff To have an access to the system The administrator/staff has a valid username and password Needs to access the system to perform the job 1. The system will prompt the administrator/staff for their username and password. 2. The administrator/staff enter their username and password. 3. The Administrator/staff have an access the system to perform their jobs.
Exception:
Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario:
Designated forms of account users Administrator To have another user to gain access to the system The administrator has a valid username and password Needs to access the system to perform the job 1. 2. 3. 4. The administrator will log on to the system. The administrator selects the user information. Then select add user to create another user account. If done the added user will be saved.
Exception: Material Management Procurement and Inventory System
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Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario:
Add material information Administrator To have an data to the material that you used The system must view the materials information added Adding information each materials/ items 1. The administrator will log on to the system. 2. The administrator selects the add material information. 3. Then will view the file / profile information with regards to the item 4. If done go back to the main menu
Exception: Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario: View update material information Administrator To update the information of the material Updating the information of materials Need to update the information 1. The administrator will log on to the system. 2. The administrator select the update material information. 3. Then view the result 4. If done go back to the main menu.
Exception:
Use Case : Primary Actor: Goal In Text:
Dispose material Administrator To dispose all the items that was reject and dispose already after used.
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Precondition Trigger: Scenario:
Disposing the materials having a damage because of over using and a few years usage. Information of the item if its have to dispose 1. The administrator will log on to the system. 2. The administrator select the dispose material 3. Then select the damage materials 4. Then dispose 5. If done save
Exception: Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario: Create material report Administrator To create a report of materials Creating material reports Create report 1. The administrator will log on to the system. 2. The administrator select the create material report 3. Then view report 4. Add an information report with the material 5. If done save
Exception: Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario: View and print out material report Administrator To print out the result Printing a hard copy result of the item report Information of item/equipment 1. The administrator will log on to the system. 2. The administrator search the report that will be printed out 3. Then select print 4. Done
Exception:
Use Case
Add supplier
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Primary Actor Goal in Context Pre-condition Trigger Scenario
Admininistrator To add a supplier The administrator has a valid username and password Need to add the info. Of supplier that was been add -the administrator log on to the system - then select add supplier -then insert the details of the supplier the profile and data
Use Case Primary
information Edit supplier Then save. Administrator
Actor Exception: Goal in To edit the information of the supplier Context Precondition Trigger Scenario Need to edit the infos -the administrator log on to the system -then select the edit supplier button -edit the information of the supplier -if done to edit Save. Exception: Use Case Primary actor Goal context: Pre The suppliers can be add / and fired in To view update the suppliers View update supplier Administrator The administrator will select the and edit the profile of supplier
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condition Trigger Scenario Viewing supplier The administrator log on to the system Then select the view supplier Then if you have a new supplier you may add it to the file If you have a supplier that has a bad background you may delete the profile of it through the company If done save. Exception:
Use case Primary Actor Goal Context Precondition Trigger Scenario
Delivery report Administrator & Personnel
in Explaining the status information what happen in the transaction of materials and product The materials is being transact
Need to report the information of the tracking materials The administrator and personnel process and transact the materials and products The administrator needs to get all the information with regards to the feedback of delivery reports. The administrator will count the quantity and condition of the materials and products. The administrator will receives all feedback with regards to the transaction of delivery reports
Primary Actor Goal
Administrator & Personnel
in Explaining the status information what happen in the transaction of
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Context
materials and product
Use Case Primary Actor Goal Context Precondition Trigger
Receipt report Administrator
in To collect all the receipt of the item through the supplier
To collect the receipt
Administrator must get / need to get the receipt of the billing item through the supplier
Scenario
The administrator will log on to the system Then select receipt report Then view all the transaction of items of the supplier If the result end save
Exception:
Use Case Primary Actor Goal Context Precondition Trigger Scenario
Request Administrator
in To choose available material and a supplier
Material and supplier are going to store
Decide to choose materials, products and supplier 1. Administrator contact the company 2. Administrator log on to the system 3. Administrator checks the available materials
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4. Administrator checks the record no. of supplier
Exception: Show all records about materials and supplier
Add account user Administrator
in To add an user account
The user will see his/her account info
All details must be there to the profile system The administrator log on to the system Then select add user account Create new account Save
Exception:
View update account user Administrator / user
in To view the information of the user
The user will show the profile info.
Decide to view user account The user log on to the system Select account user
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Update account Save Exception:
Terminate account user Administrator
in Terminating the user and must be blocked from using system
Decide to terminate & blocked user account The administrator log on to the system Then select terminate account Save
Exception:
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1.1.2.4 Activity Diagram
Figure 3 Activity diagram for logging on to system In figure 3 administrator or user will log on to the system. It can access only if the correct entries or username and password combinations is entered within the first three attempts. After the three attempts, the system will be automatically executed. Once access is granted the designated account can use the system but has a designated form to use the system. Material Management Procurement and Inventory System
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Figure 4 Activity diagram for designated form of the system
In figure 4 after the log on to system activity, next is the designated use of the system. Entering the designated account user entries will decide who is the user and admin to the system. The admin and user have a designated form to access the system. The admin have a power to access all the system functions according to the flow of the system. The user shown on the diagram what they can do tasks on the system Material Management Procurement and Inventory System
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Figure 5 Activity diagram to add material information Figure 5 shows how to add the material information on the system. After getting the finalized results about the material, the system will make the record information about the material and any information where the material deployed. Only the admin can make add material record on the system.
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Figure 6 Activity Diagram to Edit Material Figure 6 shows how to edit the list information about the material on the system. Only the admin can edit the material information to the system.
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Figure 7 Activity Diagram to View / Update Material Information Viewing and Updating conducted in the figure 7. As shown in the diagram only the administrator can update the material information but the user can display the list information about the material.
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Figure 8 - Activity Diagram for dispose material
Figure 8 shown how to dispose the material record on the system. Only the account admin have authorized to dispose any material records on the system not the user.
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Figure 9 Activity diagram for creating material report
Figure 9 shows how to create new material report about the finalized material information or the happenings about the material. Both admin and user can create the report about on the material
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Figure 10 Activity diagram on viewing or updating material report Figure 10 shows the adding of material report next is Figure9 view/update material report. After the log on to the system the account users have a designated task to do on the system. The admin can view and update the material report about and the user can only view the listed information about the report Material Management Procurement and Inventory System
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Figure 11 Activity diagram of new supplier In figure 11 shows how to add the new information about the new records to the system. As shown youve noticed only the admin can make the records about the information on the supplier Material Management Procurement and Inventory System
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Figure 12 Activity diagram to edit supplier information Figure 12 shows how to edit the supplier information on the system. On this task, only the admin can make change or edit the supplier information on the system.
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Figure 13 Activity diagram of view/update supplier information Figure 13 shows how to view and update the supplier information recorded on the system. As you can see the only task can do of user is to view only the supplier information on the system and the admin can view and update the supplier information recorded on the system. Material Management Procurement and Inventory System
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Figure 13 Activity diagram for delivery report
This diagram shown for the delivery report of the supplier by checking their status of what they delivered according to the system. The admin only have the authorization to view and create the delivery report of the supplier.
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Figure 14 Activity diagram of receipt report This figure 14 shows how to view or print the receipt report of the delivered materials of the suppliers to the inventory.
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Figure 15 Activity diagram for new account user
This diagram shows to make another account user for the system. The user cannot create another user for the designated task to do. The admin have only the authorization to make another account user for the system.
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Figure 16 Activity diagram to edit account user
Figure 16 show how to edit the account user information on the system. The admin can only have authorization to do the task on this diagram.
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Figure 17 Activity diagram to view/update account user
Figure 17 shows how to view and update the list information about the account user. View and update can be authorized only the admin and not the user of the system for the privilege entry of the system. Material Management Procurement and Inventory System
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Figure 18 Activity diagram of terminate user Figure 18 shows the termination of the user . Material Management Procurement and Inventory System
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1.1.3 Data Model Description
3.1.3.1.1 Data Objects Material Data Object MaterialID MaterialName MaterialDescript Price Quantity Remarks Status DateComeIn Status information of the material Date of the material where recorded in inventory A unique identifier assigned for the material The name of the material The description of the material information Price quality of the material Total number of the material
Supplier Data Object SupplierID SupplierName SupplierAddress ContactNumber Status MaterialDelivered A unique identifier for the supplier Name of the supplier Designated address of the supplier Contact information of the supplier Status information of the supplier Delivered material of the supplier
Material Report Data Object MaterialID MaterialName Location Status Remarks A unique identifier of report Report material name identification Current location of the material or deployed Current status of the material
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Delivery Report Data Object SupplierName Material Delivered Status DateIn DateOut Name of the supplier report List of material delivered by the supplier Current status of the delivery
Delivery Receipt Data Object ReceiptNo. TIN SupplierName MaterialDelivered TotalPrice Quantity Date Remarks AuthorizedBy Name of the person where approve the receipt Identifier number of the receipt form TIN information of the receipt Name of the supplier delivered the material List of material delivered Overall price of the material delivered Number of material delivered Date information of the delivery receipt
Request Data Object RequestNo. Department Date Time MaterialNeed Total Identifier number of the request material Name of the department demanded the material Information of date where request send Time information of sending request List of material needed Number of material demanded
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Account User Data Object Username Password Designation Firstname Lastname A designated username for the account user A designated password for the account user Position of the account user on the system Firstname information of the account user Lastname information of the account user
3.1.3.2 Relationships This system relationship show s between two things the way in which they are connected. It shows the entity relationship of the system itself the administrator will work to connect to the user the relationship is can be one too many employee.
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3.1.3.3
Complete Data Model
Figure 19 Relationship Model for Material management Procurement and Inventory system
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3.1.4 Functional Model Description 3.1.4.1 Class Diagrams
Figure 20 Material management procurement and inventory system class diagram
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3.1.4.2 Software Interface Description
3.1.4.2.1 External machine interfaces The system will be capable of printing invoices and reports on a local printer or network printer
3.1.4.2.2
External system interfaces The system can connect through database gathering using the LAN network and can use internet connection like DSL, cable, or T1 line.
3.1.4.2.3
Human interface The system will navigate using the keyboard, with using the mouse and keyboard shortcut key method.
3.1.4.3
Reports
3.1.4.3.1 3.1.4.3.2 3.1.4.3.3
Inventory of reports Layout of reports Data dictionary of reports
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3.1.5
Behavioral Model Description 3.1.5.1 Description for software behavior
3.1.5.1.1 Events Material Class Events Added new material Update new material View material info
Supplier Class Events Added new supplier Update new supplier View supplier info Delivery status of supplier
Report Class Events Add the report of material Add the report of supplier Add the report of delivery
Material Report Class Events Add report for material Status of the material Update the material report Material Management Procurement and Inventory System
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Supplier Report Class Events Make the report of supplier Status Material they delivered
Delivery Report Class Events Make delivery report Status of the delivery
Receipt Report Class Events Forward of receipt information
Request Class Events Receive the request Sending the request
3.1.5.1.2 States Material States Add Edit Update Disposed Description Make the record of newly material Edit the material information Update the material info. Unused material will be pull out
Supplier States
Description
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Add Report Inactive Active
Make the record of newly supplier Status of the supplier The supplier has no contribute to company Status of the supplier were capable to supply
Report States Add View Update Forward
Description Make newly record View the list information of reports Update the supplier List report will be forwarded
Delivery Report States Add View Update
Description Make the report of the delivery Information need for the report Update the Delivery report
Receipt Report States Forward
Description Receipt information needed to any department
Request States Receive
Description The newly demand material information will be receive Forward the request to any department
Forward
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3.1.5.2 Statechart Diagram
Figure 21 Overall System State chart Diagram
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3.1.6
Restrictions, Limitations, and Constraints Our system shall integrate to the other sub systems connection of database according to the need data not the whole process system in any departments. All Java codes only readable in NETBEANS java platform format Side code will only writeable to NETBEANS java platform Any Netbeans 7.0 version or higher can make to smooth the system
3.1.7
Validation Criteria The system validation will ensure that the system responds accurately according to the account user expectations; therefore it is important that the account users of the system will be involved in some phase of the test procedure. All tests will be traced back to the requirements in scope of the project.
3.1.7.1 Classes of tests Unit testing will be conducted on all software subsytems including: 1. Receive Request material 2. Viewing and editing any information in the system 3. Viewing and printing reports 4. Forwarding Receipt orders 5. Critical level of inventory 6. Delivery Status 7. Full inventory information in the system
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3.1.7.2 Expected software response The system should display appropriate error message when a value outside the accepted limits is entered The system should be a smart software that capable of doing the tasks for the software including the adding and updating and not be capable of deleting any recorded according to the software requirements.
3.1.7.3 Performance bounds The system will provide access to the database
management using (MySQL,SQLyog) according to the need data of the system

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BESTLINK COLLEGE OF THE PHILIPPINES

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

3.1.1.1 Goals and Objective

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

The Administrator can make or add the reports.

The Administrator can view to print reports.

The Administrator can view to update reports.

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

There username are according to their positions in the company

The passwords was according to their username and positions

BESTLINK COLLEGE OF THE PHILIPPINES

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Add Account user View/Update Account User Terminate Account User

3.1.2.2.1.1 Use Case Diagram

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Figure 1 - Use Case Diagram of Inventory System

Figure 2 Use Case Diagram of Procurement System

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario:

Exception: Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Use Case : Primary Actor: Goal In Text: Precondition Trigger: Scenario:

Use Case : Primary Actor: Goal In Text:

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Precondition Trigger: Scenario:

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Primary Actor Goal in Context Pre-condition Trigger Scenario

Use Case Primary

information Edit supplier Then save. Administrator

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

Use case Primary Actor Goal Context Precondition Trigger Scenario

Delivery report Administrator & Personnel

Primary Actor Goal

Administrator & Personnel

in Explaining the status information what happen in the transaction of

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

materials and product

Use Case Primary Actor Goal Context Precondition Trigger

Receipt report Administrator

in To collect all the receipt of the item through the supplier

To collect the receipt

Use Case Primary Actor Goal Context Precondition Trigger Scenario

in To choose available material and a supplier

Material and supplier are going to store

Material Management Procurement and Inventory System

BESTLINK COLLEGE OF THE PHILIPPINES

4. Administrator checks the record no. of supplier

Exception: Show all records about materials and supplier

Use Case Primary Actor Goal Context Precondition Trigger Scenario